Folders in Outlook

Folders in OutlookKeep your incoming email inbox organized. Put emails together in folders and move them automatically with message rules.

The Inbox, the place where emails arrive in Outlook, can become quite cluttered. After all, emails from different senders are mixed up. A message from the Tax Authorities is below an e-mail from your (grand) children and below that is another e-mail from your favorite webshop. Fortunately, it is possible to create order in this chaos. Create folders and set message rules. This way you will always quickly find the email you are looking for.

Create a new folder in the following way:

  • Launch Outlook.
  • Click in the menu at the top folder.
  • click on New map.
  • Under ‘Name’, type the name of the new folder. For example ‘Newsletter SeniorWeb’.
  • click on OK.

By default, the new folder is placed in the ‘Inbox’ folder.

Don’t have this option? Then create a new folder as follows:

  • Right-click in the left menu where you want the folder to be. We choose ‘Inbox’.
  • click on New map.
  • Type the name of the folder and press Enter.

The new folder is now in the chosen location.

Outlook can organize emails automatically. This way it can place an incoming mail directly in the correct folder. To do this, you set so-called ‘message rules’:

  • Launch Outlook.
  • Select a message. For example, a newsletter from SeniorWeb.
  • Click on the menu at the top Start.
  • click on Lines. This is possibly behind the three dots in the Ribbon.
  • click on make rule.
  • We can choose what the rule should sort by: sender, subject, or recipient. You are always the recipient, so do not select that option. We choose sender. In our example of the newsletter it is always ‘SeniorWeb | Newsletter’. Place a checkmark in front of By[…].
  • In the next step we determine what should happen with the email. We want to move a newsletter from SeniorWeb to the folder ‘Newsletter SeniorWeb’ created by us.
  • Place a checkmark in front of Move email to folder.
  • Click on the option Messages from [de naam van de verzender] always move.
  • Now we need to point to the desired folder. click on Select folder.
  • Click the arrow next to ‘Inbox’.
  • Select the desired folder. In our example this is ‘Newsletter SeniorWeb’.
  • click on OK.
  • Click again OK.
  • The rule is now set, but you have one last setting option. Outlook can search for emails already received that meet the set conditions. So in our example all the newsletters from SeniorWeb that you have already received. Outlook asks if the rule should be applied to all this mail. Then place a check next to Now run this line on messages already in the current folder.
  • click on OK. All existing mails (ie the newsletters in our example) are now moved to the folder ‘Newsletter SeniorWeb’.

New mails that meet the set rule will now be placed in the chosen folder. So you never have to organize the newsletters from the example yourself again, it is automatic.

Of course it is also possible to manually move messages to a folder.

  • Right click on an email.
  • click on Move > [de gewenste map].

Is there a specific folder that you use often? Favorite him. The folder will then appear at the top left, under the heading ‘Favorites’.

  • Right-click on a folder, for example ‘Newsletter SeniorWeb’.
  • click on Add to favorites.

The folder will now appear in the top left corner under the ‘Favorites’ heading.

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